HOT Sponsorships

Explanation of Hotel Occupancy Tax SPONSORSHIPS

The purpose of City of Seabrook HOT Sponsorships is to provide funds to qualifying events and programs that directly impact overnight hotel and motel room nights, thereby increasing tourism activity in Seabrook.

Hotel Occupancy Tax Use Guidelines Under State Law

The use of HOT funds is dictated by State law and defined in the Texas Tax Code (Subtitle D. Local Hotel/Motel Occupancy Taxes; Chapter 351. Municipal Hotel/Motel Occupancy Taxes) Use of the approved HOT funds MUST, by law, directly enhance and promote tourism and the convention and hotel industry, AND fall within one of the statutorily provided categories:

Convention Centers and Visitor Centers

Acquisition of sites for construction, improvement, enlargement, equipping, repairing, operation, and maintenance of convention center facilities, visitor information centers, or both.

Registration of Convention Delegates

The furnishing of facilities, personnel, and materials for the registration of convention delegates or registrants.

Advertising, Solicitation, and Promotions

Advertising and conducting solicitations and promotional programs to attract tourists, convention delegates, or registrants to the municipality or its vicinity.

Promotion of the Arts

The encouragement, promotion, improvement, and application of the arts; including instrumental and vocal music, dance, drama, folk art, creative writing, architecture, design and allied fields, painting, sculpture, photography, graphic and craft arts, motion pictures, radio, television, tape and sound recording, and other arts related to the presentation, performance, execution, and exhibition of these major art forms.

Historical Restoration and Preservation

Historical restoration and preservation projects or activities, or advertising and conducting solicitation and promotional programs to encourage tourists and convention delegates to visit preserved historic sites, museums, or exhibits.

Sporting Event Expense

Funding certain expenses, including promotional expenses, directly related to a sporting event within counties with a population under 1 million.

Sporting Facilities

Enhancement or upgrading of existing sports facilities or sports fields for certain municipalities.

Transportation of Tourists

Funding transportation systems for transporting tourists from hotels to and near the city to any of the following destinations:

• the commercial center of the city
• a convention center in the city
• Other hotels in or near the city
• tourist attractions in or near the city
• Directional Signage: signage directing the public to sights and attractions that are frequently visited within the municipality.

Signage

Signage directing tourists to the municipality's frequently visited sights and attractions.

Sponsorship Allocation

The Seabrook City Council reviews all HOT Sponsorship applications and makes a final funding decision. Events/Programs must complete the online application process, execute a sponsorship agreement, abide by fund distribution procedures, complete the Seabrook special event permit application, and provide a detailed post-event report and presentation to the Council.

Application Process

Events and qualifying programs that wish to receive a HOT Fund Sponsorship must apply by completing an annual HOT Funding Request application.

The application requires all applicants to submit the following:

• A detailed budget (including profit/loss statement)
• Marketing Plan
• Historical event/program details
• An established hotel promo code to encourage overnight stays for vendors/patrons at one or more of Seabrook’s lodging establishments.
• Documented proof that prior events/programs have had a direct impact on Seabrook hotels
• Statement of long-range goals for the event/program to be funded.

Events/programs that do not generate measurable hotel activity may not be eligible for receipt of HOT funds.

Timeline for 2026/2027 Fiscal Year

Applications will be reviewed by the Seabrook City Council during a regularly scheduled meeting. Applicants will be notified of the meeting and are highly encouraged to attend. The City Council will then discuss and make final funding decisions. Special consideration may be given to first-time events or programs. First-time applicants are encouraged to contact the Department of Public Affairs early in the process for guidance on preparing and submitting an application.

The council's decision on the allocation of Hotel Occupancy Tax (HOT) funding, as determined by the vote held at this meeting, is final and binding. There is no further appeal process available. All parties are expected to comply with this, as adopted by the council.

Sponsorship Agreement

At the beginning of each fiscal year, city staff will prepare an agreement between the city and the awarded applicants. The agreement must be executed before funds are distributed. The amount allocated in the agreement will reflect the Seabrook City Council’s decision during the application process. By executing the agreement, the event/program holder agrees to the fund distribution procedure and understands the City of Seabrook may not distribute funds if the reimbursement request does not meet qualifying expenditure criteria or in the event of a force majeure. 

Fund Distribution Procedure

Funds will be distributed to applicants on a 75/25 basis. 75% of awarded funds will be distributed after October 1st of the year prior to the event, upon receipt of an invoice from the event holder. The remaining awarded funds will be paid after proof of ALL qualifying expenditures has been provided. Qualifying expenditures include but may not be limited to advertising, marketing, promotional material, signage, promotion of the arts, visitor transportation, and other expenditures that align with state law. All awarded applicants must provide the following documents for ALL awarded funds:

• itemized original vendor invoicing and
• Proof of vendor payment

The final 25% invoice must be accompanied by all required documentation and submitted by email to the Department of Public Affairs. City staff will verify that expenditures align with state law and may contact awarded applicants or vendors for further clarification if needed. Once the expenditures are reviewed, the final event/program invoice will be submitted for processing in accordance with the City of Seabrook Purchasing Policy. All awarded applicants must complete a City of Seabrook Vendor Packet prior to the distribution of funds. Funds will not be distributed to individuals. Funds shall only be distributed in the name of the event/program holder designated as authorized in the executed agreement.

Special Event Permit Application

All awarded applicants must complete a City of Seabrook Special Event Permit Application 45 days in advance of the event/program. The permit application will review the event/program in its entirety to ensure that public safety is a top priority. Awarded applicants who do not complete the special event permit application according to city procedure may jeopardize the reimbursement/distribution of funds. *Events not held in Seabrook city limits and/or certain programs may receive a waiver if a special event permit is not applicable.

Event/Program Marketing, Advertising, and Promotional Requirements

To the best of the awarded applicants’ ability, all Seabrook lodging facilities should be listed on the event/program website and include current contact information and links to the facility. All Seabrook hoteliers must be aware of the event/program, have access to mailing lists, and have sufficient time to participate in the bidding process for both primary and overflow bookings. Any promotional materials (brochures, website, advertisements, etc.) using HOT funds must include the City of Seabrook logo and link to www.seabrooktx.gov. Any event or program signage must include the City of Seabrook logo. Contact the Department of Public Affairs for the City of Seabrook branding and logo guidelines.

Post-Event Report and Presentation

Awarded applicants must provide a Post-Event Report and present the report to the Seabrook City Council within 60 days of the event/program completion. Awarded applicants must include documentation of how granted funds were spent and provide proof of payment. The event/program holder must coordinate with the Department of Public Affairs to have the event/program placed on the agenda. Any future consideration of funding from the City of Seabrook is dependent on the awarded applicant providing a report on the use and outcomes of prior City of Seabrook funding.

The outlined HOT Sponsorship Funding Procedures serve as a guide for city staff, applicants, and award applicants. HOT fund revenue is limited to expenditures that directly enhance and promote tourism and Seabrook's convention and hotel industry. Priority will be given to events/programs based on their ability to generate overnight visitors and tourism revenue to Seabrook.

If you have any questions about the application process, please email the Department of Public Affairs.

NASA Parkway Banners

If your event is sponsored by the City of Seabrook, you may be eligible to hang a banner advertising your event over NASA Parkway. If you would like more information about this process, please contact our office.